Virtual Administrative Assistant

SYSGEN RPO; Philippines; Remote; PHP 702,000 - 1,053,000; Full time

Benefits offered by this job

HMO coverage

Paid leave

Government-mandated benefits

Job summary

SYSGEN RPO is seeking a highly organized Virtual Administrative Assistant to support multiple US-based executives remotely from the Philippines. The role involves managing calendars, communications, documents, and meeting logistics while balancing competing deadlines.

You will support at least five executives simultaneously, requiring excellent English communication, meticulous data handling, and the ability to work independently in a fast-paced environment.

Qualifications

• Proven experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, or similar role.
• Ability to support at least five executives simultaneously while managing competing priorities and deadlines.
• Strong calendar management, organizational, and time management skills.
• Excellent written and verbal English communication skills.
• Proficiency in Microsoft Office and Google Workspace (Word, Excel, PowerPoint, Sheets, Slides).
• High attention to detail and accuracy in administrative tasks and data management.
• Ability to work independently, take ownership of tasks, and adapt to changing priorities.
• Availability to work US business hours.

Responsibilities

• Manage multiple executive calendars, schedule meetings, and coordinate conferencing and other meeting logistics.
• Monitor inboxes, handle correspondence, and follow up on pending tasks via email, phone, and messaging.
• Maintain contact lists, databases, CRM records, and shared-drive files.
• Prepare and format documents, reports, spreadsheets, presentations, and templates.
• Perform data entry, clean and validate records, and maintain trackers in Google Sheets or similar tools.
• Book flights, hotels, and transportation; prepare itineraries and coordinate travel logistics.
• Prepare expense reports and reimbursement documentation.
• Support webcast preparation, research event venues, and process authorized purchases and payments.
• Create basic flyers, brochures, newsletters, Google Slides presentations, and surveys.
• Proofread content, convert files between formats, and create fillable PDF forms.

Skills

Calendar management

Executive support

Administrative tasks

English communication

Google Workspace

Microsoft Office

Data management

Independent work

US business hours

Tools

Google Sheets

Google Slides

Job description

We are looking for a highly organized and proactive Virtual Administrative Assistant to provide administrative and operational support to multiple US-based executives.

You will support at least five executives simultaneously, managing calendars, communications, documents, and competing deadlines. This role requires strong attention to detail, sound judgment, and the ability to work independently in a fast-paced remote environment.

Key Responsibilities

• Manage multiple executive calendars, schedule meetings, and coordinate conferencing, catering, and other meeting logistics.
• Monitor inboxes, handle correspondence, and follow up on pending tasks through email, phone, and instant messaging.
• Maintain contact lists, databases, CRM records, agent listings, and shared-drive files.
• Prepare and format documents, reports, spreadsheets, presentations, and reusable templates.
• Perform data entry, clean and validate records, and maintain accurate trackers in Google Sheets or similar tools.
• Book flights, hotels, and transportation; prepare itineraries and coordinate travel logistics.
• Prepare expense reports and reimbursement documentation.
• Support webcast preparation, research event venues, and process authorized online purchases and payments.
• Create basic flyers, brochures, newsletters, Google Slides presentations, and surveys.
• Proofread content, convert files between formats, and create fillable PDF forms.

Qualifications

• Proven experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, or in a similar role.
• Ability to support at least five executives simultaneously while managing competing priorities and deadlines.
• Strong calendar management, organizational, and time management skills.
• Excellent written and verbal English communication skills.
• Proficiency in Microsoft Office and Google Workspace, particularly Word, Excel, PowerPoint, Google Sheets, and Google Slides.
• High attention to detail and accuracy in administrative tasks and data management.
• Ability to work independently, take ownership of tasks, and adapt to changing priorities.
• Availability to work US business hours.

Preferred Qualifications

• Previous experience providing virtual administrative support to US-based clients or executives.
• Familiarity with CRM systems, expense management tools, and travel booking platforms.
• Basic design skills using Canva, PowerPoint, or similar tools.
• Experience creating fillable PDFs and organizing files in Google Drive or SharePoint.

What We Offer

• HMO coverage
• Paid leave
• Government-mandated benefits